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CRM systems for effective recruitment

A specialized CRM system developed for our client Ditola allows for centralized management of all stages of recruitment. It combines vacancy management, employer orders, and a candidate database in one place, significantly simplifying and speeding up the recruitment process. The system provides different access levels for recruiters, coordinators, and administrators, ensuring a clear division of responsibilities.

Issues with recruitment processes and their inefficiency.

The candidate and vacancy management system on the client’s website was inefficient. This led to significant time losses, lack of transparency in processes, and complications in team interaction. The main problems faced by the client:

Lack of a unified database.

Information about candidates, vacancies, and orders was scattered across different sources (tables, documents, email), which made access difficult and created confusion.

Inefficient process management.

Manual task management and the lack of automated tools led to delays in work, missed deadlines, and reduced overall productivity.

Difficulties with team communication.

The lack of a centralized task management tool made it difficult to distribute responsibilities and monitor their fulfillment between recruiters and coordinators.

Lack of transparency in the recruitment funnel.

It was difficult to track the movement of candidates through the stages, which made it impossible to respond quickly to changes and analyze the effectiveness of recruitment campaigns.

Problems with document flow.

The lack of a single place to store candidate documents created risks of losing important information and made it difficult to find, which is critical for legalizing employment.

Implementation of a comprehensive CRM system for effective recruitment

To solve Ditola’s problems, a specialized CRM system was developed and implemented. This platform is a centralized tool for automating all stages of recruitment, enabling the team to effectively manage processes rather than information scattered across different sources. The system has an intuitive interface and combines job vacancies, orders, a candidate database, and internal tasks in a single management environment.

General overview of the system

A comprehensive solution was implemented for HR departments and recruitment agencies, allowing them to effectively manage their candidate database, create and track vacancies, process customer orders, and coordinate the work of their recruitment team. The system was built on a technology stack using React 18+ TypeScript for the frontend, Supabase and PostgreSQL for the backend, and AWS S3 for file storage.

Main panel.

A central control panel was created, which provides a quick overview of all activities in the system. It includes widgets with statistics (total number of vacancies, active orders, total number of candidates, accepted today), as well as a “Quick Actions” section for quickly adding a candidate, creating a vacancy, or a new order.

Candidate management

A basic interface for working with candidates has been developed in the form of a table with sorting and filtering capabilities. Actions such as editing, uploading documents, hiring, and viewing detailed information are available. A candidate form with fields for personal and professional data has been implemented, as well as a document management module with Drag & Drop support and secure storage on AWS S3.

Order management

A module for managing customer orders has been implemented. Orders are created through a special form where requirements for candidates, priority, deadline, and other parameters are specified. The detailed order page shows all information about the request, related candidates, and progress.

Job management

A module for managing open positions in client companies has been developed. The job creation form allows you to specify general information, candidate requirements, and working conditions. The detailed job page contains a full description, a list of candidates, statistics, and the ability to edit.

Functionality

A number of key features have been implemented: multilingualism with support for Ukrainian, English, Polish, and Spanish. Notification system (toast, email, webhook). Data import and export functions in CSV, Excel, and JSON formats. Advanced search and filtering system, as well as a reliable security system with JWT tokens and role-based access.

Transformation and growth: key implementation results

The implementation of a CRM system enabled Ditola’s client to achieve significant results in improving the efficiency of recruitment processes. Thanks to centralized management and automation, the team was able to focus on strategic tasks, significantly reducing the time spent on routine work and manual documentation. Process transparency increased, and communication between recruiters and coordinators became more structured and effective.

Increased work efficiency.

The implementation of the CRM system allowed Ditola's client's HR team to significantly increase their productivity. Thanks to automation and centralized management, the time spent on routine operations was reduced, allowing the team to focus on strategic tasks.

Improved process management.

The system provided a complete candidate management cycle — from initial registration to employment. This made it possible to effectively manage vacancies, their publication, and progress tracking, which improved the quality of customer service.

Automation and integration.

Thanks to integration capabilities and the use of webhooks, key business processes were automated. The system also provides multilingual support, which is important for operating in international markets.

Security and scalability.

Reliable and secure data storage in accordance with all standards has been ensured. The system interface is user-friendly and adapted to all devices, and the system architecture allows it to be scaled in line with the client's business growth.